Tender Summary: Garden and Grounds Maintenance

Objectives

The primary objective is to appoint a service provider for a 24-month contract to maintain and clean the gardens and grounds at the EMS RK Khan facility in Chatsworth, Durban. The contract aims to deliver a consistently safe, compliant, and aesthetically maintained outdoor environment through systematic landscaping, vegetation control, and waste management.

Scope of Work

The successful bidder will manage comprehensive groundskeeping across the entire property, including:

• Grass & Veld Management: Regular mowing of lawns, nature strips, and vacant land (including 1 metre inside and outside perimeter fencing), maintaining grass height between 50–70mm.
• Weed & Vegetation Control: Continuous removal of weeds and suckers; targeted herbicide application for car parks, pathways, and fence lines; ivy control where necessary.
• Garden Bed & Mulch Maintenance: Pruning and shaping shrubs; keeping beds neat; maintaining mulch depth at 50–75mm with regular aeration and bi-annual top-ups.
• Tree Works: Trimming branches to ensure 4-metre vertical clearance for vehicles and pedestrians; corridor clearance at entry/exit points; removal and replacement of dead or fallen trees as requested.
• Cleanliness & Waste Removal: Sweeping/blowing of pathways, gutters, and driveways; weekly removal of all garden refuse off-site per municipal bylaws; monthly inspection and reporting of drains and pits.
• Site Upkeep: Maintaining a clean and safe working environment; immediate clean-up upon task completion; providing landscape improvement recommendations.

Technical Requirements

Bidders must submit comprehensive documentation demonstrating legal, financial, and operational compliance:

• Statutory & Compliance Certificates: Valid COIDA Letter of Good Standing (work-related), CIDB Horticulture Services (SH) registration, Bargaining Council Certificate, and SARS tax clearance.
• Safety Documentation: Detailed Job Safety Analyses (JSAs) and Material Safety Data Sheets (MSDS) for all tools, chemicals, and procedures. All PPE must be supplied by the contractor.
• Financial & Operational Proof: Bank letter confirming minimum turnover of R300,000 over the past six months; detailed roll-out plan outlining project initiation, milestones, and execution strategy; itemised list of machinery, equipment, accessories, and overhead costs.
• Experience & References: Minimum three years of proven experience in gardening/grounds services; two authentic trade references on company letterhead subject to verification.
• Preferential Procurement: Submission of B-BBEE status verification or sworn affidavit; compliance with the 80/20 preference point system.

Skills & Personnel Requirements

The contract requires dedicated on-site staffing with specific operational capabilities:

• Staffing Levels: Provision of at least one full-time labourer/cleaner during operating hours (Monday to Friday, 07:00–16:00, excluding public holidays). The contractor must supply qualified relief staff whenever the primary worker is absent.
• Specialised Training: Personnel conducting advanced tree works, chainsaw operations, or herbicide application must be formally trained and certified. All workers must adhere strictly to JSAs and environmental standards.
• Compliance & Administration: Staff must sign a daily attendance register at the facility. The contractor is responsible for ensuring all labour rates comply with applicable sectoral determinations and that workers wear appropriate branded PPE (safety boots, gloves, earmuffs, face shields, and two-piece overalls).

Key Terms & Definitions

CIDB SH: Construction Industry Development Board grading specifically for Horticulture Services, indicating the contractor’s registered capability to execute landscaping contracts.

COIDA: Compensation for Occupational Injuries and Diseases Act; ensures the contractor covers employee injury claims and maintains valid workplace insurance.

Bargaining Council Certificate: Proof of compliance with sector-specific wage and employment conditions set by the relevant industry bargaining council.

80/20 Preference Point System: A procurement evaluation method where 80 points are allocated to competitive pricing and 20 points to designated social goals (e.g., B-BBEE status and black female ownership).